Enter Encumbrance Liquidations - Transaction Entry Tab
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Access this form using Transactions>Encumbrances>Enter Encumbrance Liquidations. |
Use this tab to liquidate encumbrances that you created. (The Encumbrance Liquidations Session form always precedes it.) These liquidations do not record expenses to the general ledger; they only reduce amounts that have been previously encumbered.
Purchase Order and Encumbrance Users
The Encumbrance ID column displays in the Transaction Entry Table when an Encumbrance is selected from the Choose Encumbrances 
form and the Encumbrance was created using Transactions>Encumbrances>Enter Encumbrances.
However, both the Encumbrance ID and PO Line # columns display when the Encumbrance was created on the Create/Modify Purchase Order form, the Create Encumbrances check box was selected, and the Encumbrance session information was entered. This allows you to identify transaction lines with individual items ordered on a purchase order. Upon liquidation of the Encumbrance line item, the associated PO Line # no longer displays.
Document
- To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID.
- To edit or view an existing document, select it from the drop-down list.
- We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".
Date: Accept the session date, or enter a valid date specific to this document.
Description: Accept the session description, or enter a description specific to this document.
Vendor ID: Select the vendor that is associated with the encumbrance, or use Find 
to help you select an ID. The vendor can have a status of Active or Inactive. After you select an ID, the Choose Encumbrances form displays. After selecting the encumbrances, the system displays the appropriate data in the table.
If you assigned a Vendor ID of “UNASSIGNED” using the Maintain>Accounts Payable>Vendors form, you can select this ID from the Vendor ID drop-down list. It is used if you do not know the Vendor ID. Once you know the Vendor ID and have posted the encumbrance, you can assign the new ID using the Transactions>Encumbrances>Enter Encumbrance Liquidations form. Or, you can leave it as “UNASSIGNED.”
To display only the 200 most recently used IDs in the drop-down list, select “View Frequently used IDs” on the Options>Customize Workstation Settings>Preferences tab.
Transaction Entry Table: In order for an entry to be saved or posted, every line item must include an encumbrance ID, all account codes (segments) for the organization, an increase or decrease amount, an effective date, and an original document description.
- The system displays the segments that you entered in the original encumbrance entry (Transactions>Encumbrances>Enter Encumbrances). You cannot edit these segments.
- The system displays the amount of your original encumbrance, but in the opposite column in which it was originally entered. An amount must be entered in either the increase or decrease column for each line, but not in both. For example, suppose your original encumbrance was entered as an Increase of $5000 (USD). When this encumbrance is chosen for liquidation, the system displays the full $5000 (USD) as a Decrease. You can either fully liquidate the encumbrance by leaving the amount as is, or you can partially liquidate it by entering a lesser amount.
- {User Defined Field} - This column displays any user defined field with a Transaction Lines type and transaction source of ENL (Encumbrance Liquidations). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency).
- You can also liquidate an encumbrance using Transactions>Accounts Payable>Enter A/P Invoices. The liquidation is either a partial or a full liquidation, and, when the encumbrance originated in a Purchase Order, by Line #.
- Amount fields follow the formatting of the organization's functional currency. The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).
- To suppress the error messages about Liquidation Capping, with Administrative user rights go to Organization>Set Up Modules>Encumbrances and clear the Warn when Encumbrance Balances are Exceeded for Purchase Order Items and Warn when Encumbrance Balances are Exceeded for Stand Alone Account Codes check boxes.